This document provides instructions for using Microsoft Word to generate form letters, mailing labels, and directories using mail merge. It describes how to identify the main document, create and edit a data source, insert merge fields, use an IF field, view merged data, insert address blocks and greetings, and display field codes. The document contains step-by-step directions with screenshots to guide the user through the mail merge process in Word.

1. Chapter 6
Generating Form Letters,
Mailing Labels, and a
Directory
Microsoft
Word 2013

2. • Explain the merge process
• Use the Mail Merge task pane and the MAILINGS
tab on the ribbon
• Use a letter template as the main document for a
mail merge
• Create and edit a data source
• Insert merge fields in a main document
• Use an IF field in a main document
Generating Form Letters, Mailing Labels, and a Directory 2
Objectives

3. • Merge form letters
• Select records to merge
• Sort data records
• Address and print mailing labels and envelopes
• Change page orientation
• Merge all data records to a directory
• Convert text to a table
Generating Form Letters, Mailing Labels, and a Directory 3
Objectives

4. Generating Form Letters, Mailing Labels, and a Directory 4
Project – Form Letters, Mailing Labels,
and a Directory

5. • Identify the main document for the form letters
• Create a data source
• Compose the main document for the form letters
• Merge the data source with the main document
• Address the mailing labels
• Merge all data records to a directory
Generating Form Letters, Mailing Labels, and a Directory 5
Roadmap

6. • Tap or click the ‘Start Mail Merge’ button (MAILINGS tab |
Start Mail Merge group) to display the Start Mail Merge
menu
• Tap or click ‘Step by Step Mail Merge Wizard’ on the Start
Mail Merge menu to display Step 1 of the Mail Merge
wizard in the Mail Merge task pane
• Tap or click the ‘Next wizard step’ link at the bottom of the
Mail Merge task pane to display Step 2 of the Mail Merge
wizard, which requests you select a starting document
• Tap or click ‘Start from a template’ in the Select starting
document area and then tap or click the ‘Select mail merge
template’ link to display the Select Template dialog box
Generating Form Letters, Mailing Labels, and a Directory 6
Identifying the Main Document for the Form
Letter Using the Mail Merge Task Pane

7. • Tap or click the desired template in the Select Template
dialog box
• Tap or click the OK button to display a letter in the
document window that is based on the selected template
Generating Form Letters, Mailing Labels, and a Directory 7
Identifying the Main Document for the Form
Letter Using the Mail Merge Task Pane

8. • Ready the printer.
Open the Backstage
view and then tap or
click the Print tab. If
necessary, select the
desired printer, and
then tap or click the
Print button to print
the document
Generating Form Letters, Mailing Labels, and a Directory 8
Printing the Document

9. • Tap or click the desired graphic
• Tap or click the Layout Options button attached to
the graphic
• Tap or click the See more link to display the
Position tab in the Layout dialog box
• Enter the desired position information
• Tap or click the OK button to change the position
of the selected graphic
Generating Form Letters, Mailing Labels, and a Directory 9
Specifying the Position of a Graphic

10. Generating Form Letters, Mailing Labels, and a Directory 10
Specifying the Position of a Graphic

11. • Tap or click the Save button on the Quick Access Toolbar
• Type the desired file name in the File name box
• Navigate to the desired location for the new folder
• Tap or click the ‘Create a new folder’ button to display a
new folder icon with the name, New folder, selected in the
dialog box
• Type the desired folder name, and then press the ENTER
key to create the new folder
• Tap or click the Open button to open the selected folder
• Tap or click the Save button to save the current document
in the selected folder on the selected drive
Generating Form Letters, Mailing Labels, and a Directory 11
Creating a Folder while Saving

12. Generating Form Letters, Mailing Labels, and a Directory 12
Creating a Folder while Saving

13. • Tap or click the ‘Next wizard step’ link at the bottom
of the Mail Merge task pane to display Step 3 of the
Mail Merge wizard, which requests you select
recipients
• Tap or click ‘Type a new list’ in the Select recipients
area, which displays the Type a new list area
• Tap or click the ‘Create new recipient list’ link to
display the New Address List dialog box
• Tap or click the Customize Columns button to display
the Customize Address List dialog box
Generating Form Letters, Mailing Labels, and a Directory 13
Creating a New Data Source

14. • Add, delete, and rename fields as necessary in the
Customize Address List dialog box
• To move fields around, select the field, and then click
the Move Up or Move Down button, as desired
• Tap or click the OK button to close the Customize
Address List dialog box, which positions the insertion
point in the first text box for the first record (row) in
the New Address List dialog box
• Type the information for the first record, pressing the
TAB key after entering each field
• After entering the first record, pressing the TAB key
after entering each field
Generating Form Letters, Mailing Labels, and a Directory 14
Creating a New Data Source

15. Generating Form Letters, Mailing Labels, and a Directory 15
Creating a New Data Source

16. Generating Form Letters, Mailing Labels, and a Directory 16
Creating a New Data Source

17. • When you tap or click the OK button in the New Address
List dialog box, Word displays the Save Address List dialog
box so that you can save the data source
• Type the desired file name in the File name box as the
name for the data source
• Navigate to the desired save location for the data source
• Tap or click the Save button to save the data source in the
selected folder using the entered file name and then
display the Mail Merge Recipients dialog box
• Tap or click the OK button to close the Mail Merge
Recipients dialog box
Generating Form Letters, Mailing Labels, and a Directory 17
Saving a Data Source
when Prompted by Word

18. Generating Form Letters, Mailing Labels, and a Directory 18
Saving a Data Source
when Prompted by Word

19. • Tap or click the date content control to select it
and then click its arrow to display a calendar
• Scroll through the calendar months until the
desired month appears
• Tap or click the desired date in the calendar to
select the date
• Tap or click outside the content control to
deselect it
Generating Form Letters, Mailing Labels, and a Directory 19
Entering the Date

20. Generating Form Letters, Mailing Labels, and a Directory 20
Entering the Date

21. • Tap or click the ‘Insert formatted address’ link in the
Mail Merge task pane to display the Insert Address
Block dialog box
• Tap or click the desired recipient name format
• If necessary, tap or click the ‘Insert company name’
check box to select it
• Use the Match Fields dialog box to match the fields
in the AddressBlock with the fields in the data source
• Tap or click the OK button to close the dialog box
• Tap or click the OK button to insert the AddressBlock
merge field at the location of the insertion point
Generating Form Letters, Mailing Labels, and a Directory 21
Inserting the AddressBlock Merge Field

22. Generating Form Letters, Mailing Labels, and a Directory 22
Inserting the AddressBlock Merge Field

23. • Tap or click the ‘View Merged Data’ button
(MAILINGS tab | Preview Results group) to display
the values in the current data record, instead of
the merge fields
Generating Form Letters, Mailing Labels, and a Directory 23
Viewing Merged Data
in the Main Document

24. • Position the insertion point where you want to
insert the merge field
• Tap or click the ‘Insert formatted salutation’ link in
the Mail Merge task pane to display the Insert
Greeting Line dialog box
• Make the desired selection and enter the desired
values in the Insert Greeting Line dialog box
• Tap or click the OK button to insert the
GreetingLine merge field at the location of the
insertion point
Generating Form Letters, Mailing Labels, and a Directory 24
Inserting the GreetingLine Merge Field

25. Generating Form Letters, Mailing Labels, and a Directory 25
Inserting the GreetingLine Merge Field

26. • Tap or click the ‘Insert Merge Field’ arrow
(MAILINGS tab | Write & Insert Fields group) to
display the Insert Merge Field menu
• Tap or click the desired field to insert on the Insert
Merge Field menu to insert the selected merge
field at the location of the insertion point
Generating Form Letters, Mailing Labels, and a Directory 26
Inserting a Merge Field
in the Main Document

27. Generating Form Letters, Mailing Labels, and a Directory 27
Inserting a Merge Field
in the Main Document

28. • Tap or click the Rules button (MAILINGS tab |
Write & Insert Fields group) to display the Rules
menu
• Tap or click ‘If...Then...Else’ on the Rules menu to
display the Insert Word Field: IF dialog box
• Tap or click the Field name arrow to display the
list of fields in the data source
• Scroll through the list of fields in the Field name
list and then tap or click the desired field to
compare
Generating Form Letters, Mailing Labels, and a Directory 28
Inserting an IF Field
in the Main Document

29. • Select the desired comparison operation
• Type the text to compare in the Compare to text
box
• Type the desired text if the condition is true as the
true text
• Type the desired text if the condition is false as
the false text
• Tap or click the OK button to insert the IF field at
the location of the insertion point
Generating Form Letters, Mailing Labels, and a Directory 29
Inserting an IF Field
in the Main Document

30. Generating Form Letters, Mailing Labels, and a Directory 30
Inserting an IF Field
in the Main Document

31. • Press and hold the field results and then tap the
‘Show Context Menu’ button on the mini toolbar
or right-click the field results to display a shortcut
menu
• Tap or click ‘Toggle Field Codes’ on the shortcut
menu to display the field code instead of the field
results for the field
Generating Form Letters, Mailing Labels, and a Directory 31
Displaying a Field Code

32. Generating Form Letters, Mailing Labels, and a Directory 32
Displaying a Field Code

33. • Tap or click the ‘Next wizard step’ link at the
bottom of the Mail Merge task pane to display
Step 5 of the Mail Merge wizard in the Mail Merge
task pane
Generating Form Letters, Mailing Labels, and a Directory 33
Previewing the Merged Letters

34. • Tap or click the ‘Next wizard step’ link at the bottom
of the Mail Merge task pane to display Step 6 of the
Mail Merge wizard in the Mail Merge task pane
• Tap or click the ‘Merge to new document’ link in the
Mail Merge task pane to display the Merge to New
Document dialog box
• If necessary, tap or click All so that all records in the
data source are merged
• Tap or click the OK button to merge the letters to a
new document
Generating Form Letters, Mailing Labels, and a Directory 34
Merging the Form Letters
to a New Document

35. Generating Form Letters, Mailing Labels, and a Directory 35
Merging the Form Letters
to a New Document

36. • Tap or click the ‘Edit Recipient List’ button (MAILINGS
tab | Start Mail Merge group) to display the Mail
Merge Recipients dialog box
• Display the desired field by which you wish to filter
• Tap or click the arrow to the right of the field name to
display sort and filter criteria for the selected field
• Specify the desired text to filter by
• Tap or click the OK button to close the Mail Merge
Recipients dialog box
Generating Form Letters, Mailing Labels, and a Directory 36
Selecting Records to Merge

37. Generating Form Letters, Mailing Labels, and a Directory 37
Selecting Records to Merge

38. • Tap or click the ‘Edit Recipient List’ button (MAILINGS
tab | Start Mail Merge group) to display the Mail
Merge Recipients dialog box
• Tap or click the Filter link to display the Filter and Sort
dialog box
• If necessary, tap or click the Filter Records tab to
display the Filter Records sheet
• Tap or click the Clear All button
• Tap or click the OK button in each of the two open
dialog boxes to remove the merge condition
Generating Form Letters, Mailing Labels, and a Directory 38
Removing a Merge Condition

39. Generating Form Letters, Mailing Labels, and a Directory 39
Removing a Merge Condition

40. • Tap or click the ‘Edit Recipient List’ button
(MAILINGS tab | Start Mail Merge group) to
display the Mail Merge Recipients dialog box
• Tap or click the arrow to the right of the field to
sort
• Tap or click Sort Ascending or Sort Descending on
the menu to sort the data source records
• Tap or click the OK button to close the Mail Merge
Recipients dialog box
Generating Form Letters, Mailing Labels, and a Directory 40
Sorting the Data Records
in a Data Source

41. Generating Form Letters, Mailing Labels, and a Directory 41
Sorting the Data Records
in a Data Source

42. • Tap or click the Find Recipient button (MAILINGS
tab | Preview Results group) to display the Find
Entry dialog box
• Type the desired search text in the Find text box
• Tap or click the Find Next button to display the
record containing the entered text
• Tap or click the Cancel button to close the dialog
box
Generating Form Letters, Mailing Labels, and a Directory 42
Finding and Displaying Data

43. Generating Form Letters, Mailing Labels, and a Directory 43
Finding and Displaying Data

44. • Open the Backstage view. Tap or click the New tab in
the Backstage view to display the New gallery. Tap or
click the Blank document thumbnail to open a new
blank document window
• Tap or click the Start Mail Merge button (MAILINGS
tab | Start Mail Merge group) and then tap or click
‘Step-by-Step Mail Merge Wizard’ on the Start Mail
Merge menu to display Step 1 of the Mail Merge
wizard in the Mail Merge task pane
• Tap or click Labels in the Select document type area
to specify labels as the main document type
Generating Form Letters, Mailing Labels, and a Directory 44
Addressing and Printing Mailing Labels
Using an Existing Data Source

45. • Tap or click the ‘Next wizard step’ link at the
bottom of the Mail Merge task pane to display
Step 2 of the Mail Merge wizard
• In the Mail Merge task pane, tap or click the
‘Select label size’ link to display the Label Options
dialog box
• Select the label vendor and product number
• Tap or click the OK button to display the selected
label layout as the main document
Generating Form Letters, Mailing Labels, and a Directory 45
Addressing and Printing Mailing Labels
Using an Existing Data Source

46. • If gridlines are not displayed, tap or click the ‘View
Table Gridlines’ button (TABLE TOOLS LAYOUT tab |
Table group) to show gridlines
• Tap or click the ‘Next wizard step’ link at the bottom
of the Mail Merge task pane to display Step 3 of the
Mail Merge wizard, which allows you to select the
data source
• If necessary, tap or click ‘Use an existing list’ in the
Select recipients area
• If necessary, navigate to the location of the data
source
Generating Form Letters, Mailing Labels, and a Directory 46
Addressing and Printing Mailing Labels
Using an Existing Data Source

47. • Tap or click the file name for the desired data source
• Tap or click the Open button to display the Mail
Merge Recipients dialog box
• Tap or click the OK button to close the dialog box
• At the bottom of the Mail Merge task pane, tap or
click the ‘Next wizard step’ link to display Step 4 of
the Mail Merge wizard in the Mail Merge task pane
• In the Mail Merge task pane, tap or click the ‘Insert
formatted address’ link to display the Insert Address
Block dialog box
Generating Form Letters, Mailing Labels, and a Directory 47
Addressing and Printing Mailing Labels
Using an Existing Data Source

48. • Tap or click the OK button to close the dialog box and
insert the AddressBlock merge field in the first label
of the main document
• Tap or click the ‘Update all labels’ button in the Mail
Merge task pane to copy the layout of the first label
to the remaining label layouts in the main document
• Tap or click the ‘Next wizard step’ link at the bottom
of the Mail Merge task pane to display Step 5 of the
Mail Merge wizard, which shows a preview of the
mailing labels in the document window
Generating Form Letters, Mailing Labels, and a Directory 48
Addressing and Printing Mailing Labels
Using an Existing Data Source

49. • Display the PAGE LAYOUT tab, change the Spacing
Before and After boxes to 0 pt, and then tap or click
anywhere to remove the selection
• Tap or click the ‘Next wizard step’ link at the bottom
of the Mail Merge task pane to display Step 6 of the
Mail Merge wizard
• In the Mail Merge task pane, tap or click the ‘Merge
to printer’ link to display the Merge to Printer dialog
box
• If necessary, tap or click All so that all records in the
data source will be included in the merge
Generating Form Letters, Mailing Labels, and a Directory 49
Addressing and Printing Mailing Labels
Using an Existing Data Source

50. • Insert a sheet of blank mailing labels in the printer
• Tap or click the OK button to display the Print
dialog box
• Tap or click the OK button to print the mailing
labels
• Tap or click the Close button at the right edge of
the Mail Merge task pane
Generating Form Letters, Mailing Labels, and a Directory 50
Addressing and Printing Mailing Labels
Using an Existing Data Source

51. Generating Form Letters, Mailing Labels, and a Directory 51
Addressing and Printing Mailing Labels
Using an Existing Data Source

52. • Tap or click the ‘Change Page Orientation’ button
(PAGE LAYOUT tab | Page Setup group) to display
the Change Page Orientation gallery
• Tap or click the desired orientation
Generating Form Letters, Mailing Labels, and a Directory 52
Changing Page Orientation

53. • Tap or click the ‘Start Mail Merge’ button (MAILINGS tab |
Start Mail Merge group) to display the Start Mail Merge
menu
• Tap or click Directory on the Start Mail Merge menu to
select the main document type
• Tap or click the Select Recipients button (MAILINGS tab |
Start Mail Merge group) to display the Select Recipients
menu
• Tap or click ‘Use an Existing List’ on the Select Recipients
menu to display the Select Data Source dialog box
• If necessary, navigate to the location of the data source
Generating Form Letters, Mailing Labels, and a Directory 53
Merging to a Directory

54. • Tap or click the desired file name
• Tap or click the Open button to associate the selected
data source with the current main document
• Tap or click the ‘Insert Merge Field’ arrow (MAILINGS
tab | Write & Insert Fields group) to display the Insert
Merge Field menu
• Tap or click the desired field on the Insert Merge Field
menu to insert the merge field in the document
• Repeat the previous step for the remaining merge
fields
• Press the ENTER key
Generating Form Letters, Mailing Labels, and a Directory 54
Merging to a Directory

55. Generating Form Letters, Mailing Labels, and a Directory 55
Merging to a Directory

56. • Press CTRL+A to select the entire document, because you
want all document contents to be converted to a table
• Tap or click the ‘Add a Table’ button (INSERT tab | Tables
group) to display the Add a Table gallery
• Tap or click ‘Convert Text to Table’ in the Table gallery to
display the Convert Text to Table dialog box
• Type the desired number of columns
• If desired, tap or click ‘AutoFit to window’
• If necessary, tap or click the way the merge fields are
separated
• Tap or click the OK button to convert the selected text to a
table
Generating Form Letters, Mailing Labels, and a Directory 56
Converting Text to a Table

57. Generating Form Letters, Mailing Labels, and a Directory 57
Converting Text to a Table

58. • Tap or click the Sort button (TABLE TOOLS LAYOUT
tab | Data group) to display the Sort dialog box
• Tap or click the Sort by arrow; scroll to and then
tap or click the desired field by which to sort
• If necessary, select the desired fields in the Then
by boxes
• Specify whether the first row is a header row
• Tap or click the OK button
Generating Form Letters, Mailing Labels, and a Directory 58
Sorting a Table by Multiple Columns

59. Generating Form Letters, Mailing Labels, and a Directory 59
Sorting a Table by Multiple Columns

60. • Explain the merge process
• Use the Mail Merge task pane and the MAILINGS
tab on the ribbon
• Use a letter template as the main document for a
mail merge
• Create and edit a data source
• Insert merge fields in a main document
• Use an IF field in a main document
Generating Form Letters, Mailing Labels, and a Directory 60
Chapter Summary

61. • Merge form letters
• Select records to merge
• Sort data records
• Address and print mailing labels and envelopes
• Change page orientation
• Merge all data records to a directory
• Convert text to a table
Generating Form Letters, Mailing Labels, and a Directory 61
Chapter Summary

62. Chapter 6 Complete
Microsoft
Word 2013